Summary of Contracts Requiring Board Approval (revised 3-23-2016)
Contracts Requiring Board Approval
Contractsi, Purchase Orders, Vouchers, Binding Letters
of Intent and Memoranda of Understanding, Generalii
[ref. Sections 3 and 3.1.1, Rule 10501 of the Regents’
Rules]
Contracts, Amendments, Extensions or Renewals
[ref. Sections 3 and 3.1.2, Rule 10501 of the Regents’ Rules]
Contracts, with a Foreign Government or an Agency
thereofiii
[ref. Section 3.2, Rule 10501 of the Regents’ Rules]
Contracts, Involving Certain Uses of Institution Names,
Trademarks, or Logos in association with the provision
of a material medical-related service or in association
with physical improvements located on property not
owned or leased by the contracting UT institutioniv [ref.
Section 3.3 Rule 10501 of the Regents’ Rules]
Contracts, Significant contracts identified by UT presidents
and executive officers that are of such significance to require
the prior approval of the Board
[ref. Section 1.1, Rule 10501 of the Regents’ Rules]
Contracts with Certain Officers
[ref. Section 3.4, Rule 10501 of the Regents’ Rules]
Insurance Settlements
[ref. Section 3.5, Rule 10501 of the Regents’ Rules]
Settlements of Disputes
[ref. Section 3.6, Rule 10501 of the Regents’ Rules]
Increases Value of Original
Contract to More than UT
Any
Institution’s Board Contract
Amount
Approval Threshold
Value
Exceeds 25%
of Value of
Original
Contract
More than
$1 Million
More than UT
Institution’s Board
Contract Approval
Threshold
X
X
X
X
X
X
X
X
X
The term “contract” means contracts of any kind or nature, including, contracts, agreements, purchase orders, vouchers, binding letters of intent,
and memoranda of understanding. [ref. Section 3, Rule 10501 of the Regents’ Rules]
i
ii
Exceptions to Board approval requirements for contracts, General [ref. Section 2.2, Rule 10501 of the Regents’ Rules]:
2.2.1 Construction Projects, contracts and documents relating to construction projects previously approved by the Board in the Capital
Improvement Program and Capital Budget or Minor Projects;
2.2.2 Construction Settlements, all settlement claims and disputes relating to construction projects to the extent funding for the project
has been authorized;
2.2.3 Intellectual Property, legal documents, contracts or grant proposals for sponsored research, including institutional support grants,
and licenses or other conveyances of intellectual property owned or controlled by the Board as outlined in Rule 90101;
2.2.4 Replacements, contracts for the purchase of replacement equipment or licensing of replacement software or services associated
with the implementation of the software;
2.2.5 Routine Supplies, contracts for the purchase of routinely purchased supplies or equipment;
2.2.6 Approved Budget Items, purchases of new equipment or licensing of new software or services associated with the implementation
of the software, identified specifically in the institutional budget approved by the Board;
2.2.7 Group Purchases, purchases made under a group purchasing program that follow all applicable statutory and regulatory standards
for procurement;
2.2.8 Loans, loans of institutional funds to certified nonprofit health corporations, which loans have been approved as provided in
UTS166 and UTS167;
2.2.9 Certain Employment Agreements, contracts with administrators employed by UT System or any UT institution, so long as the
contracts fully comply with the requirements of Section 51.948, Texas Education Code, including the requirement to make a finding that
the contract is in the best interest of the UT System or any UT institution;
2.2.10 Energy Resources, contracts for utility services or energy resources and related services, if any, which have been approved in
advance by the Chancellor or the Chancellor’s delegate, the EVC for Business Affairs;
2.2.11 Library Materials and Subscriptions, contracts for the purchase or license of library books and library materials;
2.2.12 Athletic Employment Agreements, contracts with athletic directors and coaches except those with total annual compensation of
$1 million or greater, or proposed multiyear contracts totaling $1 million or greater, as covered by Rule 20204. See Section 2.2.12, Rule
10501, for more details;
2.2.13 Athletic Games, contracts related to athletic games, including postseason bowl games, subject to the requirement that if the
contract value exceeds $1 million, the contract must be approved by the Executive Vice Chancellor for Academic Affairs and be in a form
acceptable to the Vice Chancellor and General Counsel;
2.2.14 Property or Casualty Losses, contracts with a cost or monetary value to UT System or any UT institution in excess of $1 million,
but not exceeding $10 million, associated with or related to a property or casualty loss that is expected to exceed $1 million may be
approved, executed, and delivered by the Chancellor in consultation with the institutional President, if applicable;
2.2.15 Health Operations, contracts for the procurement of routine services or the purchase or lease of routine medical equipment,
required for the operation or support of a hospital or medical clinic, if the services or equipment were competitively procured;
2.2.16 Increase in Board Approval Threshold, a UT institution’s dollar threshold specified in Section 3.1 may be increased to up to $5
million by the Vice Chancellor and General Counsel, after consultation with the General Counsel to the Board, if it is determined that the
institution has the expertise to negotiate, review, and administer those contracts (except Special Procedure Contracts, unless specifically
approved);
2.2.17 Group Employee Benefits, contracts for uniform group employee or student benefits, including those offered pursuant to Chapter
1601, Texas Insurance Code.
iiiExceptions
to Board approval requirements for Contracts, with a Foreign Government or an Agency thereof [ref. Section 3.2, Rule 10501
of the Regents’ Rules]:
1. Affiliation agreements and cooperative program agreements, material transfer agreements, sponsored research agreements and licenses,
or other conveyances of intellectual property owned or controlled by the Board prepared on an approved standard form or satisfying the
requirements set by the Office of the General Counsel, or
2. Contracts necessary to protect the exchange of confidential information or nonbinding letters of intent or memorandums of understanding
executed in advance of definitive agreements each as reviewed and approved by the Vice Chancellor and Office of General Counsel.
ivExceptions
to Board approval requirements for Contracts Involving Certain Uses of Institution Names, Trademarks, or Logos in
association with the provision of a material medical-related service or in association with physical improvements located on property
not owned or leased by the contracting UT institution [ref. Section 3.3, Rule 10501 of the Regents’ Rules]:
1. As specifically allowed under existing contracts entered into by the Board and nonprofit entities supporting a UT institution.